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Steps for Office 365 Backup & Restore

Follow step by step guide to backup and restore data using Office 365 Backup & Restore tool.


Pre-Requisites:

Pre-requisites for Office 365


If you want to view where OneDrive Data is sent go to step 17

STEP 1

Choose the "Admin Mode" to manage backups or restore processes for multiple user accounts with elevated privileges.

Admin mode selection screen

Acknowledge the warning message indicating that the selected mode cannot be altered later.

Confirmation alert for admin mode

Tick the checkbox to confirm your mode selection, then click the "Continue" button to proceed.

Confirm admin mode and continue

STEP 2

If your tool is not activated, then see the activation steps here. Activation Steps

The Tool provides the FAQ section in the "Activate" window itself. You can also click on "Help" button to view more details.

Activation Steps

Once activated, you will get this screen in the "Setup" tab to select Source & Destination for backup.


SysTools Backup

You can also apply the number of users for concurrent backup. To do this, go to "Settings" tab.

Activation Steps


Step by Step Procedure to Perform Office 365 Backup

STEP 3

Select “Office 365” as a source platform and “Outlook” as destination platform.

enter source and destination users

The tool does not require Outlook installation on your system. The destination simply signifies that the backup format is set to "PST".

STEP 4

In the same screen, select the categories that you want to backup from Office 365 under the Workload selection.

workload screen

You have the option to proceed with a single workload too. That means Emails.

workload screen

Documents.

workload screen

Contacts.

workload screen

Calendars can all be selected individually.

workload screen

STEP 5

Using the Date-Range Filter option you can perform the date based selective backup of the mailbox data. Click on Next.

filters

The emails, contacts and calendars are stored in the PST file, while the documents (docs, slides, sheets, drawings) are downloaded to your local computer.

STEP 6

Now in the Source Office 365 window, enter Admin Email Id for the validation of the source platform. Also, provide the Application Id created during project creation. See how to create project for Office 365. Office 365 Project Creation Settings


Source screen

Once you, type Admin Email Id and Application Id press the Validate button on your right hand side.


Source screen

STEP 7

After validating, the permissions will be granted to the source user. Click on Next.

Note: The permissions that are granted depend upon the workload you select.

provide details

STEP 8

Destination screen:

validate

Now, browse the backup folder path to set the destination where PST file will be saved.

browse

Make sure that the folder path is within 20 characters. Then press Validate

press validate



From the dropdown menu, select your PST file size preference. (By Default The Value is 40 GB.)

This value specifies a maximum size limit for each resultant PST file(s).

  • For example, if you have 11 GB of data to backup and you have selected a 10 GB PST size. Then the software will create 2 PST files, one with 10 GB and another with the remaining 1 GB of data.
  • As long as the exported data (11 GB), is less than the partition size (20, 30, or 40 GB), you will get a single PST file of original size.
  • If you have large mailbox data to export (let’s say 200 GB), and if you select the 40 GB partition size. The tool will automatically split the data and create five separate 40 GB PST files (5 * 40 = 200 GB).
STEP 9

Validate the correct permissions and click "Next".

destination validation
STEP 10

On the Users screen, there are several ways in which you can add users from the source account that needs to be processed.

  • Fetch Users
  • Import Users
  • Download Template:

users

Fetch automatically gets all Users from Source domain

fetch

Import a premade CSV file containing user list.

import

Download option provides you with a template for creating your own CSV file.

download
STEP 11

The list of users is now, displayed on the screen.

user list

STEP 12

Mark the check box next to a user to select it, set priority to critical users, toggle the show selected button and Click on Validate to authorize selected user source account(s).

validate users

Once the users are validated, click on "OK" button.

validate users


STEP 13

After the validation is successfully completed, click on Start Backup button from the ribbon bar to start the backup process.

Validation Completed


The software will check your license and provide details. Click "Start" to finally start the backup.

Start Migration

Press ok on next window to confirm.

Press OK

STEP 14

You can view the Backup Status as Shown Below.

List View:

List View

STEP 15

The successful backup status will then be displayed on the software panel.

status

STEP 16

After successful backup, click on Download Report

report downloaded

  • Summary Report - The summary report downloads a single report displaying all the user accounts alongwith backup details of emails, contacts, calendars and documents.
    summary report
  • Detailed Report - The detailed report downloads individual reports of all/selected G Suite user accounts with their backup details.

detailed report

STEP 17

Re-Run Backup option is also provided in order to perform the backup again.

  • Retry Failed Items: To backup the data which didn't download.
  • Re-Run Full Backup: To perform the entire backup process again.
  • Delta Backup: To backup the newly arrived data without duplication.

backup options

STEP 18

Check the Folder location where the data gets backed up.

Each users have their own folder. Within that folder the data is organised in the following manner.

  • The Email/Contacts/Calendars/ are all present in a single PST file.
  • A Documents Folder containing the OneDrive data is present

Exported Data

  • Inside the Documents folder you get all the OneDrive data in its Original format.

Exported Data


Step by Step Procedure to Perform Office 365 Restore

STEP 3

Click on the "Restore" button to switch the window to restore option.

Restore Tab
STEP 4

Choose "Outlook" as Source platform and "Office 365" as Destination platform.

Select Endpoints
STEP 5

In the same screen, select the Categories that you want to restore from Outlook under the Workload selection.

Using the Date-Range Filter option you can perform the date based selective restoration of the mailbox data. Click on Next.

Workload and Date Filter
STEP 6

You will now come to Source screen where you have to select the folder path where the Outlook PST files are stored.

Folder Path
STEP 7

You will need to put PST files in the folders (created with the name of target O365 email IDs) .

And then select the folder where you have kept the PST files as the "Backup Folder Path".

After selecting the path, click on "Validate" button to validate permissions.

Validate

STEP 6

After successful validation, click on Next button.

After Validation

STEP 8

Now you will come to destination screen where you need to enter Admin Office 365 Email and Application ID and validate the permissions.   Steps to Get Application ID

Type Details

Once Validation completes press Next

After Target Validation

STEP 9

On the Users screen, there are several ways in which you can add users from the source account that needs to be processed.

Fetch Users: Tool fetches the folders name from given source location and shows them as source users name.

users

Import Users: This will import users through CSV.

users

Download Template: In this option, you can download a CSV template in which you can add source and destination users manually.

users
STEP 10

The list of users is displayed on the screen.

User list


You can select users based on the Priority and view the Selected Users only.

priority

STEP 11

Click on Validate to authorize selected user source and destination resources.

Validate

STEP 12

After the validation is successfully completed it will show against the Destination permissions. Click on Start Restore after that.


Users can also Stop Restore if required while the restore is In Progress.

Stop Migration

STEP 13

You can check the mailboxes with complete migration under Completed tab.

STEP 14

After completion of migration, click on the Download Report button to generate the detailed migration report.

Download report

The tool provides two options for downloading the reports:

Summary Report: The summary report will be a single .csv file containing migration reports of all the selected users for migration.

migration summary


Detailed Report: Here, you get the option to save the detailed migration report of the mailboxes you want to. Select the mailbox and click on Download button.

report downloaded

STEP 15

Re-Run Restore option is also provided in order to perform the restore again.

  • Retry Failed Items: To restore the items that were failed during the process.
  • Re-Run Full Restore: To perform the entire restore process again.
  • Delta Restore: To restore data from a new Outlook data file into the account.

STEP 1

Pick the "Standard User" mode if you want to try out/perform backup or restoration of a single user account without admin intervention.

Standard User mode selection

Acknowledge the warning message that the selected application mode cannot be changed later.

Confirmation alert for user mode

Mark the checkbox to confirm the selected application mode and then hit the "Continue" button.

Confirm application mode

STEP 2

Skip or read through the slides/initial tutorial. Tap on the help icon in the Left menu bar to learn about any component of the tool.

Help pane

Click on the Activate option with the orange dot.

Activate option

Fill in the Activation code to unlock the full version.

Activation code window

Press Apply.

Apply activation key

View the Activation Status and available License Count, then close the Activation window.

Check activation status and licenses


Step by Step Procedure to Perform Office 365 Backup

STEP 3

In the Standard User mode (like the Admin Mode) the default criteria is Backup, toggle the topmost switch if you want to see the restoration guide. Otherwise continue below.

Main Backup User Screen

In the current version of Standard User mode both source (Microsoft) as well as destination (PST) is preset. Here the classic Outlook icon represents PST file.

Select Source and Destination

Note: Email attachments, and OneDrive Document backup is done in the native file format only.

STEP 4

Scroll to the Workload area where you can see that 4 different workloads i.e, Emails, Documents, Contact and Calendars are available and marked.

Workload Selection

You can deselect and reselect any combination of workload you desire.

Emails:

Email Workload Selection

Documents:

Document Workload Selection

Contacts:

Contact Workload Selection

Calendars:

Calendar Workload Selection

Each workload comes with its own Date filter selection panel. Use the calendar-based menu to add a starting and ending date for the backup. The Duration can be same or different for every workload.

Date Filter Selection

Once the setup is Done click on Next.

Complete Setup

STEP 5

On the Source screen you have to add and validate the single user account for backup.

Source Screen

Type in the Microsoft username/email and click on Sign in with M365 button.

Sign in with M365

Note: You can only add that emails/account which is registered with your organization's M365 subscription. Personal accounts ending with @(link unavailable) are not valid.

A window appears; enter your Microsoft account password and press Sign in.

Enter Password

Your password is just being used for verification purposes and is not stored anywhere.

Under the Permissions Panel click on Accept.

Accept Permissions

Use the On-screen Validate button to see if the permissions are granted or not.

Validate Permissions

After Successful Validation click on Next.

Click Next

STEP 6

On the Destination Screen, user needs to browse for the folder path where they want to keep a local backup of Microsoft 365 data.

Destination Screen

From the pop window select the desired backup folder to keep the Microsoft 365 data.

Folder Selection

Tool allows you to set different file sizes to the backup PST file.

PST Size Limit

40 GB is the Default with options to reduce it to 30, 20 or 10 GB size.

  • For example, if you have 11 GB of data to backup and you have selected a 10 GB PST size. Then the software will create 2 PST files, one with 10 GB and another with the remaining 1 GB of data.
  • As long as the exported data (11 GB), is less than the partition size (20, 30, or 40 GB), you will get a single PST file of original size.
  • If you have large mailbox data to export (let's say 200 GB), and if you select the 40 GB partition size. The tool will automatically split the data and create five separate 40 GB PST files (5 * 40 = 200 GB).

Click on the user Validate icon to check the permissions for the selected backup folder.

Validate Permissions

After Validation is successful press Next.

Click Next

STEP 7

In the Folders screen, click on the Fetch Workload Folders button.

Fetch Workload Folders

This brings up an alert there click on "Continue" to fetch selected workload folders from the configured source account.

Workload Alert

A new alert with the total count of folders appears press "OK" to close the box.

Fetch Complete

STEP 8

View the specific subfolders within the main "Email" folder of the user account.

View Email Folders

View folder structure of every other Workload by visiting the respective tab

For Document:

View Document Folders

For Contact:

View Contact Folders

For Calendar:

View Calendar Folders

STEP 9

Select Folders within Each Workload

Emails:

Select Email Folders

Documents:

Select Document Folders

Contacts:

Select Contact Folders

Calendar:

Select Calendar Folders

Note: Selecting the Parent folder will automatically select all child folders.

After Selection, click on Start Backup Button at top right.

In the popup click "Start" to initiate the backup process for the selected folders.

License Count

Tool indicates the successful start with a text close the box by hitting "OK".

Successful Start Alert

STEP 10

The backup process is in progress.

Different icons indicate the status of workloads:

  • A Green Tick means items have been backed up
  • An Green Clock with half way dashed boundary is for the workload which is under process
  • The Hourglass Icon is put on the Workload which is next in line for backup

Backup Dashboard Screen

You can stop backup in between. To do this click on Stop Backup button at top right corner.

Note: You will have to Restart the backup again.

Stop Backup Button

Inside the popup confirm your request by hitting Yes

Stop Backup Confirmation

The tool ends the backup and shows an alert, click OK to close the popup.

Stop Backup Alert

You can refresh the Dashboard with help of the circular arrow icon at the top right.

Once all Workloads have a Green arrow then your Backup is complete.

Backup Complete

STEP 11

After the first run is complete the tool offers three distinct post backup options:

  • Retry Failed: For Items that could not be backed up in the first run
  • Delta Backup: For items that appeared in the source account after the first backup already started
  • Re Run full: In case a major issue prevented the backup from happening

Rerun Options

STEP 12

User can get an automatically generated summary report of the Operation via the Download Report menu.

Backup Report

Select an appropriate location to keep the report.

Save Report

To view the CSV report open it in any Spreadsheet program.

View Report

STEP 13

You can view the new backup data inside the folder you chose.

View Backup Data

Email, Contact, Calendars are in a single PST, while Documents are in a separate subfolder, all inside a username main folder.

Backup Data Structure

Step by Step Procedure to Perform Office 365 Restore

STEP 3

In the Standard User Mode, toggle the switch at the top to switch to the Restoration process.

Toggle option to switch to Restoration mode

The source (PST) and destination (Microsoft 365) are preset in Standard User Mode. Here, the Classic Outlook PST icon represents the source PST file for restoration.

Preset source PST and destination Microsoft 365

Note: Email attachments and OneDrive document restoration are performed in their native file formats.

STEP 4

Scroll to the Workload Area, where the four workloads—Emails, Documents, Contacts, and Calendars—are pre-selected.

Workload selection screen

You can deselect or reselect the desired workloads:

  • Emails:

    Email workload selection

  • Documents:

    Document workload selection

  • Contacts:

    Contact workload selection

  • Calendars:

    Calendar workload selection

Each workload allows you to configure a Date Filter. Use the calendar menu to specify the start and end dates.

Date filter configuration for workloads

Once set up, click Next.

Click Next to proceed after setup

STEP 5

On the Source Screen, browse and validate the folder path containing the PST files.

Browse and validate folder path for PST files

Select the folder containing the backup data.

Select folder containing backup data

Use the Validate button to confirm the path permissions.

Validate path permissions

After successful validation, a confirmation message will appear. Click Next.

Validation complete confirmation

STEP 6

On the Destination Screen, sign into your Microsoft 365 account.

Sign in to Microsoft 365 account

Enter your email address and click Sign In.

Enter Microsoft 365 email address

Authenticate by entering your password.

Enter Microsoft 365 password

Then click Accept under the permissions panel.

Accept permissions for Microsoft 365

Validate your account to complete the setup.

Validate Microsoft 365 account

Once the validation is done, click Next.

Validation complete, click Next

STEP 7

On the Folders Screen, click Fetch Workload Folders.

Click Fetch Workload Folders

Confirm the action by clicking Continue in the alert popup.

Confirm Fetch Workload Folders action

A summary of the fetched folders will appear. Click OK to proceed.

Fetched workload folder summary

STEP 8

View and select specific subfolders for each workload.

Select subfolders for workloads

Once the selections are complete, click Start Restore.

Click Start Restore

The tool shows how many license quotas are left. Check if you have enough and proceed by clicking Start.

View license quota and click Start

The tool indicates a successful start of the restoration inside the alert box. Click OK to close it.

Restoration start alert confirmation

STEP 9

You can stop the restoration at any time by clicking Stop Restore.

Stop restoration process

Confirm the action in the popup that appears.

STEP 10

The restoration progress is displayed using the following indicators:

  • Green Tick: Completed workloads
  • Green Clock: Workloads in progress
  • Hourglass: Workloads in the queue

Once all workloads have a Green Tick, the restoration is complete.

Restoration complete indicators

STEP 11

After the restoration, you can choose from the following options:

  • Retry Failed: Retry any items that failed during the restoration.
  • Delta Restore: Restore only new items added to the source.
  • Re-Run Full: Repeat the entire restoration process.

Post-restoration options

STEP 12

Generate an automatically created report at the end of the process.

Select a location to save the CSV file and open it using a spreadsheet program.

Download and view restoration report

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